FINANCE POLICIES & PROCEDURES MANUAL FIN - RR - 01
Manual / Version No. /V1.0 Effective Date Revision Date Process Owner Content Owners Version No. Date Name, Title Signature Name, Title Signature V1.0 Rani Vadiveloo, Executive Director Rani Vadiveloo, Executive Director
TABLE OF CONTENTS SCOPE... 1 OBJECTIVE... 1 DEFINITION... 2 DOCUMENT REFERENCE... 2 POLICIES... 3 1.0 Reporting and Disclosure... 3 2.0 Pricing and Billing... 3 3.0 Safeguarding of Income received... 4 4.0 Issuance of Receipts... 4 5.0 Recording of Income... 4 6.0 Maintenance of Records... 5 7.0 Review of Accounting Records... 6 8.0 Monitoring of outstanding balances... 6 9.0 Provision, monitoring and writing off bad debts... 6 PROCEDURES... 8 2.0 Pricing and Billing... 8 3.0 Collection of Income... 9 4.0 Issuance of Receipts... 10 6.0. Maintenance of Records... 12 7.0. Review of Accounting Records... 13 8.0. Monitoring of outstanding balances... 13 9.0. Provision, monitoring and writing off bad debts... 14 DOCUMENT LIST... 15
SCOPE The policies and procedures in this document govern the pricing and invoicing of services rendered, issuing of receipts and recording of income received as well as monitoring of outstanding fees. OBJECTIVE 1) To ensure that all income received and recorded are duly supported by relevant documents and such documents are properly maintained. 2) To ensure the completeness, accuracy and timeliness of the recording of income received. 3) To ensure that all income is recorded and presented in accordance to the Financial Reporting Standards ( FRS ) and Recommended Accounting Practice ( RAP ). 4) To ensure that outstanding invoices issued are monitored and followed up on a timely basis. 5) To ensure that there is a policy to make provisions for bad debts and such provisions are monitored and followed up on periodically. 6) To ensure the accuracy and validity of the invoices raised. 7) To ensure proper safeguarding of cash/cheques received prior to banking in. Page 1 of 15
DEFINITION Income refers to resources received that must be expended within a reasonable time of their being received. This contrasts with capital funds. It is also defined as increases in economic benefits during the accounting period in the form of inflows or enhancements of assets or decreases of liabilities that result in increases in equity, other than those relating to contributions from equity participants. Income can be classified in the following manner: Government Grants: assistance by government in the form of transfer of resources, usually funds, to the VWOs in relation to the approved operating activities. Gifts in kind: non-monetary donations received from external parties. Except for donation of computers, land and building, all gifts in kind are non tax deductible donations. Donations: monetary contribution from external parties. Donations can be tax deductible, non tax deductible and/or general, designated. Programme Fees: charge made to client based on services provided. Investment Income: income earned when money is placed fixed deposit/savings account or in other financial instruments. Tax Deductible Donations are monetary/non-monetary contributions made to an Institution of a Public Character (IPC) that allows donors to claim deduction to their chargeable income amounting to double the amount of donation made during the year of assessment. Designated Donations are contributions that can be used only for the purpose(s) specified by the donor. Such donations can be tax deductible if they fulfill the criteria stated in Income Tax Act s37(3). Official receipts are receipt issued for programme fees received. Tax deduction receipts are receipts issued to donors who made tax deductible donations. Non tax deduction receipts are receipts issued for anonymous donations/donations that are non tax deductible. DOCUMENT REFERENCE 1) Financial Reporting Standards ( FRS ) FRS 18, Revenue 2) Financial Reporting Standards ( FRS ) FRS 20, Accounting for Government Grants and Disclosure of Government Assistance 3) Recommended Accounting Practice ( RAP ) RAP 6, Accounting and Reporting by Charities 4) Charities (Institutions of a Public Character) Regulations 5) Charities Act 6) Code of Governance Page 2 of 15
POLICIES 1.0 Reporting and Disclosure All income 1) All incomes for various funds maintained by the IPC should be recorded in the Statement of Financial Activities in the format as prescribed by RAP 6 (Refer to Appendix A). (Reference: RAP 6) 2) Income should be recognized on an accrual basis except for donations received in cash. 3) The following information should be disclosed in Financial Statement: a) Breakdown of income arising from each class of investment b) Related party transactions (Reference: Regulation 17, Charities (Institutions of a Public Character) Regulations) c) Total amount of tax deductible donation (Reference: Regulation 17, Charities (Institutions of a Public Character) Regulations) d) Total amount of sponsorships in cash and total cost or value of the sponsored property, goods and services it paid or received (Reference: Regulation 17, Charities (Institutions of a Public Character) Regulations) (Reference: RAP 6) 4) The total amount of sponsorships in cash and the total cost or value of the sponsored property, goods and services received should be disclosed based on documentary evidence provided by the sponsors. (Reference: Regulation 17(2), Charities (Institutions of a Public Character) Regulations) Gifts in kind 5) All gifts in kind should be included in the Statement of Financial Activities and the basis of any valuation should be disclosed in the notes to Financial Statements. (Reference: RAP 6) 2.0 Pricing and Billing General 1) Invoices raised should be serially numbered. Course Fees 2) Pricing of services rendered should be reviewed regularly against international standards/market rate. 3) Invoice should be prepared for companies who sponsor the course participants upon receipt of course application form. 4) Invoice raised should be reviewed by the before sending out to client. Advertisement Income/Exhibition Space Rental Income 5) Pricing of advertisement or rental should be reviewed regularly against market rate. Page 3 of 15
6) Special rates given to clients with good relationship with the Society should be justified and approved by the Executive Committee. 7) Invoice should be prepared after the advertisement is published or after event is completed. 8) Credit terms given to clients should be approved by the Executive Committee and indicated on the invoice. 9) Invoice raised should be reviewed by the before sending out to client. 3.0 Safeguarding of Income received (Reference: Regulation 8, Charities (Institutions of a Public Character) Regulation) All Income 1) All cash/cheques should be kept under lock and key before banking in. 2) Access to the locked drawer should be limited to the. 3) All cash/cheques should be banked in within 2 days of receipt. Adequate insurance should be purchased to mitigate risk in the event of fire/theft/robbery. 4.0 Issuance of Receipts All income 1) All receipts should be issued only after banking in of cash or cheques. 2) There should be no pre-signed receipts. 3) Access to blank manual receipt books should be restricted to the. Course Fees/Non tax deduction receipts 4) A serially numbered official receipt should be issued after cash is received or cheque has been banked in. 5) Official receipts should be issued for receipt of anonymous donations/gifts-in-kind. Tax deductible donations (Reference: Regulation 9, Charities (Institutions of a Public Character) Regulation) 6) Tax deduction receipts should be issued for donations from donors who provide complete information (i.e. name, identification number/company registration number, address). 7) Tax deduction receipt should be reviewed and signed by the, the authorized signatory before sending it to the donor. 5.0 Recording of Income All Income 1) Income should be recorded in the month it was received. If cheque was received, income should be recorded only after cheque has been cleared by the bank. (Reference: FRS 18) Page 4 of 15
2) All supporting documents for income received should be filed in a file and submitted to the outsourced accountant at the end of each quarter. All Donations 1) Donations should be either received in cash/cheque. The type of donation received should be recorded. In the case of cheque donation, the cheque number should be recorded. Designated Donations 3) Designated donations received and spent should be recorded in a manual spreadsheet according to the purposes stated by the donor. (Reference: Regulation 11, Charities (Institutions of a Public Character) Regulations) 4) Such spreadsheet should be reconciled to the General Ledger every month end. 6.0 Maintenance of Records All income 1) The Income and Expenditure Record should be updated after official receipts have been issued. 2) The Income and Expenditure Record should be printed and submitted to the outsourced Accountant at the end of each quarter. 3) Access to the Income and Expenditure Record should be limited to the. 4) Proper accounting records containing entries showing the following should be maintained: a) All the donations received and disbursed b) Details of all the income received and expenses incurred c) The extent to which the amount of donations received has met any target set d) The period during which the institution of a public character is approved to collect tax deductible donations. (Reference: Regulation 12, Charities (Institutions of a Public Character) Regulations) 5) The above accounting records should be maintained for a minimum period of 5 years from the end of the financial year to which the accounting entry relates. (Reference: Regulation 12, Charities (Institutions of a Public Character) Regulations) Tax Deductible Donation- Donation Records 6) The following information should be maintained in the Donation Records: a) Receipt number (in numerical sequence) b) Name of donor c) Identification number, or corporate or business registration number, of the donor d) Date on which the donation was received e) Type of donation received f) Amount or value of the donation received Page 5 of 15
g) Any terms and conditions under which the donation was made (Reference: Regulation 10, Charities (Institutions of a Public Character) Regulations) 7) The Donations Records should be maintained for a minimum period of 5 years. (Reference: Regulation 10, Charities (Institutions of a Public Character) Regulations) 8) The Donation Records should be updated after tax deduction receipts have been issued. 9) The Donation Records should be reviewed by the outsourced Accountant to ensure completeness and accuracy. 10) Access to the Donation Records should be limited to the. Course Fees- Attendance Records 11) The Attendance Records should be updated after cheque is cleared by the bank. 12) The Attendance Records should be reviewed by the at least 1 day before the course starts. 13) Access to the Attendance Records should be limited to the. 7.0 Review of Accounting Records 1) Financial Statements, Trial Balance, relevant journal entries and bank reconciliation worksheet should be submitted to the before end of the following month after the end of each quarter. 2) Reconciliation between receipts and cash/cheque received and the journal entries posted by the outsourced accountant should be performed to ensure completeness of recording. 3) Bank reconciliation should be performed at the end of every quarter to ensure accuracy of income recorded. 4) Bank reconciliation worksheet should be reviewed and approved by the. 8.0 Monitoring of outstanding balances *Advertisement/Exhibition Space Rental Fees 1) The should check for outstanding invoices at the end of every month. 2) A reminder email should be sent for all outstanding invoices not received after 30 days. *This section is not applicable to Course Fees as a place is confirmed only upon receipt of income. 9.0 Provision, monitoring and writing off bad debts *Advertisement/Exhibition Space Rental Fees 1) should consolidate invoices outstanding for more than 60 days and table it during the Executive Committee meeting. 2) The Executive Committee should review the amount and reasons why the amount is outstanding and decide to write off/take further actions to recover the debt. 3) The outcome of the review should be documented on a memo and forwarded to the outsourced Accountant for recording. Page 6 of 15
4) The memo should be filed in the quarterly financial information file. *This section is not applicable to Course Fees as a place is confirmed only upon receipt of income. Page 7 of 15
PROCEDURES Description of Procedures Responsible Person 2.0 Pricing and Billing Course Fees 2.1 Pricing the Course Fee before opening the course for registration 1) Determine the class size and duration of the course. 2) Check the above details to the international standard. 3) Recommend the fee of the course to Executive Committee for review and approval. *Note: The approved course fee amount will be reflected on the registration form. The evidence of approval can be given via email by the Vice President with the Honorary Treasurer in the loop. 2.2 Billing of Course Fee to company sponsors 1) Receive formal letter from company to inform the Society that they are sponsoring participants for the course. 2) Check the number of participants who are sponsored by the company. 3) Inform the to issue invoice after receiving registration forms. 4) Prepare invoice (RR-D01) based on standard template created using Microsoft Word. 5) Print invoice and forward invoice to for review and approval. 6) Check the amount and name of company sponsor billed. 7) Return invoice to for mailing if no discrepancies are found. 8) Make a copy of the invoice. 9) Mail the original invoice to the company sponsor. 10) File the copy of invoice. Clerical Advertisement Income/Exhibition Space Rental Income 2.3 Determining amount to charge 1) Propose price to charge to the Executive Committee. *Note: approved price are subject to change in situations where the company has long term relationship with SFCS. In such situations, additional approval is Page 8 of 15
Description of Procedures sought from Executive Committee before replying to the company. Responsible Person 2.4 Confirmation of amount charged 1) Prepare formal letter informing the companies of the amount charged for the advertisement space/exhibition space requested. 2) Forward letter to for review and approval. 3) Check the amount and other details documented in the letter. 4) Sign on the letter as evidence of review and approval. 5) Forward the signed letter to the for mailing. 6) Make a copy of the signed letter. 7) Mail the original letter to the company. 8) File the copy of the signed letter. 2.5 Billing after release of publication/exhibition 1) Prepare invoice based on formal letter sent to the company earlier. 2) Print out invoice and forward invoice to for review and approval. 3) Repeat Procedure 2.2 steps 6 to 10. / 3.0 Collection of Income Tax Deductible Donation 3.1 Check if the donation is direct donation Cheque Donations 1) Make a copy of the cheque received from donor. 2) Fax the copy of the cheque to the Commercial Third Party Fund-Raiser. 3) Receive call from Commercial Third Party Fund-Raiser to confirm if it is a direct donation. Refer to Section 4.1 for procedures to issue tax deduction receipts for direct donation and Section 4.2 for procedures to issue tax deduction receipts for indirect donation. Cash Donation 1) Request for donors information and record in the form of a memo. 2) Call the Commercial Third Party Fund Raiser to confirm if it is a direct donation. Refer to Section 4.1 for procedures to issue tax deduction Page 9 of 15
Description of Procedures Responsible Person receipts for direct donation and Section 4.2 for procedures to issue tax deduction receipts for indirect donation. 3.2 Banking in of cash/cheques 1) Consolidate all cheques/cash received. 2) Fill in deposit slip and bank in. / Non Tax Deductible Donation 3.3 Identifying non tax deductible donation 1) Receive cheque/cash/gifts in kind from donor. 2) Confirm that donation is non tax deductible*. *Note: All cheques and cash donations where donors records are incomplete are non tax deductible donations. Gifts in kind are usually non tax deductible donations unless specified by Comptroller of the Inland Revenue Authority of Singapore. Course Fees 3.4 Collection of Course Fees 1) Receive cheque from applicant/applicant s sponsor. 2) Forward cheque to to update records. 3) Repeat Procedure 3.2 for steps for banking in. / Advertisement Income/Exhibition Space Rental Income 3.5 Collection of Advertisement Income/Exhibition Space Rental Income 1) Receive cheque from company. 2) Check the amount on cheque to the formal letter to ascertain that the right amount is received. 4) Repeat Procedure 3.2 for steps for banking in. / 4.0 Issuance of Receipts Tax Deductible Donation Page 10 of 15
Description of Procedures Responsible Person 4.1 Issuing tax deduction receipt Direct Donation 1) Prepare manual tax deduction receipt (RR-D02) when cheque is cleared by bank. 2) Attach tax deduction receipt to copy of cheque and submit to the Executive Director for review. 3) Check the name and amount of donation on the tax deduction receipt to the copy of the cheque. 4) Sign on the tax deduction receipt as evidence of review. 5) Forward tax deduction receipt and copy of cheque to the. Donation raised by Commercial Fund Raiser 1) Receive donors list (RR-D03), cheques and copies of cheques from the Commercial third party fund-raiser. 2) Check the cheques to the copies of cheque to ensure completeness in the copies of cheques received. 3) Check the cheques received to the donors list to ensure completeness of cheques received. 4) Repeat Procedure 3.2 for steps for banking in. 5) Forward donors list and copies of cheque to the for recording. Non Tax Deductible Donation/Course Fees/Advertisement Income/Exhibition Space Rental Income 4.2 Issuing Official receipt 1) Check value of donation based on supporting documents provided. 2) Prepare manual official receipt (RR-D03) to be issued to donor/company. 3) Check data written on official receipt to the supporting documents. 4) Forward the receipt back to the to send to donor if no discrepancies are found. 5) Send the original copy of the receipt to donor/company. 6) File the duplicate copy in the file. Page 11 of 15
Description of Procedures Responsible Person 6.0 Maintenance of Records All Income 1) Record the following information in the Income and Expenditure Record spreadsheet (RR-D05): Name of donor/company Amount received Receipt number Corresponding invoice number (if any) Date of receipt 2) File duplicate copies of the official receipt issued and cheques (if any) in the file for submission to the outsourced Accountant for recording. Tax Deductible Donation 5.1 Recording tax deductible donation in spreadsheet 1) Record the following information in the donors record spreadsheet (RR- D04): Name of Donor Identification number/company Registration Number Address Amount of donation Tax deduction receipt number Date of donation Type of Donation Terms and conditions under which donation was made 5.2 Maintaining the donation records 2) File duplicate copies of the tax deduction receipt and cheques in the file for submission to the outsourced Accountant for recording. Course Fee-Attendance Record 5.3 Updating records when registration form is received 1) Record the following information in the attendance record: Page 12 of 15
Description of Procedures Name of Applicant Status (e.g.: confirmed, tentative, etc.) Name of Sponsor Registration form number Responsible Person 5.4 Updating of records after payment is received 2) Update the status of the attendance sheet. 3) Print out the attendance sheet 1 day before start of course. 4) Forward attendance sheet to for review and approval. 5) Check the attendance sheet to the payment received to ensure completeness of update. 6) Return attendance sheet to if no discrepancies are noted. 7.0 Review of Accounting Records All Income 6.1 Check journal entries submitted by Accountant 1) Agree amount, date, account code description reflected on the journal entry to the original receipt (with supporting documents) as well as the income spreadsheet. 2) Send confirmation of accounts to Accountant if no discrepancies are found. 6.2 Review bank reconciliation 1) Check the bank balance reflected on the bank reconciliation worksheet to the bank statement. 2) Check unpresented cheques and cleared cheques to copies of cheques issued for the quarter. 3) Sign on the bank reconciliation worksheet if no discrepancies are found. 8.0 Monitoring of outstanding balances Advertisement/Exhibition Space Rental Fees 7.1 Monitoring outstanding balances 1) Check invoices issued to income received to identify outstanding balances at the end of the month. Page 13 of 15
Description of Procedures Responsible Person 2) Send email reminder to companies. 3) Compile outstanding balances not paid by the following month. 4) Refer to Procedure 8.1 for steps for provision, monitoring and writing off of bad debts. 9.0 Provision, monitoring and writing off bad debts Advertisement/Exhibition Space Rental Fees 8.1 Provision for bad debts 1) Check the outstanding list for payments not received for more than 60 days. 2) Call the companies to understand the reason for non payment. 3) Assess if the outstanding balances should be classified as bad debts and if the debt can be recovered in the future. 4) Present the decision to provide for bad debts to the Executive Committee. 5) Inform the Accountant to provide for bad debts after receiving approval from Executive Committee. 8.2 Monitoring bad debts 1) Contact companies to check if long outstanding debt can be recovered. 2) Assess if there is a need to write off bad debt. 3) Present report during Executive Committee meeting for discussion. 8.3 Write off bad debts 1) Receive approval email/memo from Executive Committee members. 2) Print out approval email/memo and forward to the Accountant at the end of the quarter. 3) Request for Accountant to write off bad debts according to the amount stated in the approval email/memo. 4) Refer to 6.0 for procedures to review accounting records maintained by the outsourced Accountant. Page 14 of 15
DOCUMENT LIST No. Document Name Document Ref No. 1.0 Reporting and Disclosure Not Applicable 2.0 Pricing and Billing 1. Invoice RR-D01 3.0 Collection of Income Not Applicable 4.0 Issuance of Receipts 1. Tax deduction receipt RR-D02 2. Official Receipt RR-D03 5.0 Maintenance of Records 1. Donors Record RR-D04 2. Income and Expenditure Record RR-D05 6.0 Review of accounting records maintained by outsourced accountant Not Applicable 7.0 Monitoring of outstanding balances Not Applicable 8.0 Provision, monitoring and writing off bad debts Not Applicable Page 15 of 15
RR-D01 Finance Policies and Procedures Manual INVOICE Society For Continence (Singapore) 1 Orchard Boulevard #04-03 Camden Medical Centre Singapore 248649 Bill To: SCA Hygiene S'pore Pte Ltd Date: 05 July 2008 No. 30 Old Toh Tuck Road Invoice no: 008/08 #05-07 Attn: Ms Susan Koh Sembawang Kimtrans Logistics Ctr Singapore 597654 Proudct Manager - TENA No Description Item/Qty Amount ($) 01 Advertisement for Clinical Practice Guidelines 6,000.00 Booklets and GP Seminar Total amount: $6,000.00 Singapore Dollars: Six Thousand Only Authorised Signature
RR-D02 Finance Policies and Procedures Manual TAX DEDUCTION RECEIPT
RR-D03 OFFICIAL RECEIPT
RR-D04 DONORS RECORD Date Receipt No. Received From NRIC/ROCB No Amount Bank Cheque No. Cash Total Others Cancelled CFR Cash CFR total
RR-D05 INCOME AND EXPENDITURE RECORD